Financial records, supporting documents, statistical records and all other records pertinent to accounting and reporting for sources and uses of funds shall be retained for a period not less than five (5) years, with the following qualifications:


  1. If any litigation, claim or audit is started before the expiration of the five (5) year period, the records shall be retained until all litigations, claims, or audit findings involving the records have been resolved.

  2. Records for nonexpendable property, including building additions and renovations, shall be retained for three (3) years after its final disposition.

  3. All returns and reports filed with the Sales and Use Tax Department shall be retained for a period of five (5) years from December 31 of the year in which the tax to which the records pertain became due; provided that these records shall not be destroyed in any case where there is a contest relative to the payment of taxes or where a claim has been made for a refund or where litigation with reference thereto is pending.  This qualification shall not apply to internally generated reports used for the processing of tax information which shall be retained in accordance with the general provisions of this policy.

  4. Payroll records shall be retained in accordance with applicable federal requirements.

  5. Cancelled bonds and interest coupons shall be retained for a period of ten (10) years from the date on which they matured or were called.

  6. All documents involved in any procurement in which collusion is suspected shall be retained for a minimum of six (6) years or until the attorney general shall give written notice they may be destroyed, whichever is longer.

  7. The chief procurement officer shall retain all contracts made under the provisions of Sole Source Procurements and Emergency Procurements as defined under Chapter 17 of Title 39 of Louisiana Revised Statutes, for a minimum of six (6) years.


A microphotographic process may be utilized and the resulting microform retained for storage in lieu of the original itself unless specifically prohibited by law.



Ref:     La. Rev. Stat. Ann. ยงยง17:196, 39:1597, 39:1598, 39:1626, 39:1627, 44:36


Avoyelles Parish School Board